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Administrative Assistant II

Administrative Assistant II

Summary

This is an exciting role based in the office of the Scientific Director. This individual would be directly responsible for supporting research operations on the Bar Harbor campus. The Administrative Assistant will work closely with, and under the direction of, the Research Operations Manager.

Responsibilities

This is a highly visible position where professionalism, discretion and preserving confidentiality are required and critical for success. The Administrative Assistant II will provide the Research Operations Manager with necessary administrative support including:

  • Data entry and maintenance: Helps keep space planning and renovation projects on track through documenting action items and timelines; maintains and manipulates data in Excel spreadsheets and databases.
  • Assists in performing day-to-day administration e.g. maintain sensitive files, answer and direct incoming phone calls as appropriate, submit Facilities and IT tickets, process purchase orders, invoices and orders as needed.
  • Gathers and assembles information from a wide variety of sources in response to the initiatives of the Research Operations Manager. Compiles the information into related spreadsheets, reports or presentations for review in a timely manner.
  • Supports related meetings, including planning, scheduling, booking conference and/meeting rooms or web platforms, recording action items and minutes, planning workshops, luncheons etc.
  • Arranges travel and itineraries as requested (including for vendors and visitors).

Qualifications

  • High School Diploma and 2+ years of work experience in a professional business environment working for senior level management OR a Bachelor’s degree in Business Administration or a closely related discipline.
  • Proficiency with MS Office Suite (strong Excel and PowerPoint a must), SharePoint, Lawson, Concur, WebEx, Apple/PC operating systems etc.) and operation of other peripheral devices as well as applications specific to an office environment.
  • Ability to manage multiple projects to successful completion with demanding deadlines and changing priorities.
  • Ability work collaboratively, lead, and administer projects of JAX wide importance. Excellent project management skills.
  • Ability to communicate effectively with others in writing and verbally. To clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.
  • Ability to multi-task on a variety of assignments while remaining focused and professional. Needs to be flexible and adaptable in dealing with changing priorities and tasks.
  • Demonstrated experience to take independent initiative and exercise good judgment and decision-making.
  • Ability to work in a fast-paced environment while maintaining a positive team player demeanor.
  • Excellent organizational skills and demonstrated ability to manage details accurately.
  • Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact and diplomacy.
  • Ability to forge relationships and networks within the Laboratory.
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